Having just coordinated a conversion from Applied TAM to Applied Epic, I would like to lend some advice to others who are considering the transition.

First, make sure that you have at least six months of preparation time from the date you sign your contracts to your “go live” date. This will allow you ample opportunity to have at least four database samples to be delivered to you and reviewed before you make the formal switch. These database samples are essential to making sure your data comes over as clean and proper as possible.

Second, start cleaning up your TAM database as soon as you have confirmed that you are going to migrate over to Epic. The “junk-in-gives-you-junk-out” theory has never been truer.

Third, do not attempt to do the conversion by yourself. Instead, assemble a team of current power users and allow them to be involved in the process. They must be willing to dedicate the time to go through data samples and perform in-depth data reviews as needed. Thorough data reviews will lead to the cleanest possible data coming over when you go live.

Next, make sure you thoroughly review the old/new lists that Applied will provide you. These lists will be the mapping tools to converting policy, employee, producer, company and accounting codes. If these are correct, there will be less cleanup work after the conversion.

Last and most important, have patience and tolerance and you will get through this. And please, don’t be afraid to ask questions along the way.

Collin Passman is technology administrator for Long Island.-based The Signature B&B Companies, President of the Applied Client Network Tri State Epic Chapter and a member of the association’s Communications & Marketing Committee, Chapters Task Force as well as the PAC Committee.